2600 Public Transportation
Travel Policy June 2025
Public transportation includes the following modes of travel:
- Airline.
- Rental car.
- Train.
- Bus.
- Subway.
- Shuttle.
- Limousine.
- Commercial transportation companies, including rideshare (Uber, Lyft, etc.).
- Taxi.
A traveler must determine and use the most economical mode of transportation. This includes the use of a personal car when it is the most economical choice. When traveling to an airport, a traveler should compare the costs of driving and parking a personal car with the cost of a round-trip taxi, shuttle, or rideshare fare.
Itemized receipts are required for all public transportation. A request for reimbursement for a limousine must include an explanation of why it was the most economical choice.
DFPS direct-billed services may not be utilized for personal travel.
2610 Contracted Travel Agency
Travel Policy June 2025
The comptroller’s State Travel Management Program (STMP) has awarded contracts with travel agency vendors. DFPS uses National Travel Systems (NTS) to provide state travelers with reservation and ticketing services for airlines, trains, and rental cars. Reservations for rental cars may be made by NTS only when in conjunction with a flight reservation.
NTS charges a service fee for all transactions and an additional charge for each after-hours phone call.
The traveler sends an email to National Travel Systems to make business-related airline and rental car reservations on the DFPS direct-bill team account using the contracted travel agency.
The following information is required in the email to NTS:
- First and last name, gender, and date of birth for each person traveling.
- Employee ID.
- Travel Authorization (TA) number – must be in TA Completed or TA Review Complete status.
- Email address and phone number of contact person.
- Departure and return information, including cities, times, and dates.
- Justification if not booking the lowest available fare or if using a non-contracted vendor.
- Service requested – train, airfare, or airfare with rental car at arrival location.
For reservations, the traveler may call 1-866-644-2375 during business hours.
After-hours phone calls are only for emergency reservations or flight changes less than 24 hours before a flight. NTS charges double or triple the fee for each after-hours phone call.
For information about making reservations directly with state-contracted vendors when coordination of airline and rental car is not needed, see:
An authorized traveler is required to obtain appropriate approvals, including the completion and approval of the Travel Authorization (TA) in eTravel, before making any reservations and before traveling. All TAs must be in TA Completed or TA Review Complete status and list each person who is traveling.
2620 Airline
Travel Policy June 2025
The State Travel Management Program (STMP) contracted airfares are designed for last-minute, fully refundable travel requirements. City-pairs are special rates for flights between specific cities at a contracted rate. They provide maximum flexibility in traveling, as fares are not subject to restrictions or penalties on last-minute, refundable tickets. However, this flexibility means the rates are not the lowest cost to the state. When possible, a traveler should use 14-day advance or other lower-cost airfares for planned travel for the lowest possible cost to the state.
A traveler must obtain appropriate approvals, including the completion and approval of the Travel Authorization (TA) in eTravel, if applicable, before making any reservations and before traveling. All TAs must be in TA Completed or TA Review Complete status and list each person traveling.
For flights that were canceled, and the trip was also canceled, the traveler must not delete the Travel Authorization (TA). The Direct Bill team requires the TA to pay the transaction charge that is billed by NTS.
Airline tickets may be purchased no earlier than 45 calendar days in advance.
See 2610 Contracted Travel Agency for contact information and instructions.
When selecting a contracted airline, the traveler must select the most cost-effective vendor, as listed on the State Travel Management Program-Airline Vendors (STMP) website.
The traveler must book direct-billed reservations through the contracted travel agency, National Travel Systems (NTS).
2621 Ticket for Required Extra Seat
Travel Policy June 2025
If the airline requires the purchase of a second seat to accommodate a traveler who cannot use a single seat without raising the arm rests, the cost of the extra ticket is reimbursable with a justification included on the Travel Authorization.
If the traveler uses the contracted travel agency, National Travel Systems (NTS), the agent books the flight and the extra seat as one reservation. The itinerary sent to the traveler states the passenger’s name and “extra seat.” DFPS pays for the additional seat charge by direct billing when the reservation is made with the contracted travel agency.
If the traveler paid the expense out-of-pocket using a State Travel Charge Card, the traveler must enter the expense on the Expense tab in eTravel for reimbursement. Various airlines might have different policies regarding reimbursement for the additional seat if the flight is not fully booked. The traveler requests documentation of the airline’s policy and includes a copy with the travel reimbursement request.
2622 Airline Baggage Fees
Travel Policy June 2025
If an authorized traveler uses an airline that charges baggage fees, DFPS reimburses the traveler only for the first bag. The exception to this reimbursement policy is for an employee traveling away from the office for more than one consecutive week with no return home over the weekend. Under this specific circumstance, DFPS reimburses for a second bag. In this instance, the traveler attaches the receipt to the Travel Claim or Advance Settlement. This reimbursement does not cover additional charges for excessive baggage weight or size (baggage heavier than 50 pounds, larger than 62 inches, as measured by length plus width plus height, or both). Other than as noted in policy, the traveler is responsible for any additional baggage fee or cost.
Baggage used to transport state equipment or materials, and additional baggage for clients, is reimbursable. The traveler is responsible for choosing the most cost-effective shipment method, considering all relevant factors, such as timeliness of delivery. The traveler should review all rates for UPS Ground shipment or other methods of delivery before using an airline. The authorized traveler must document the purpose of the additional baggage in the Trips tab of eTravel and include an explanation of why the airline was the most cost-effective shipment method. For example, if the additional baggage fee was for the transport of state equipment, the traveler must specify what equipment was transported. Receipts are required for reimbursement.
Baggage fees associated with state-contracted airlines are available on each airline’s website.
2630 Rental Cars
Travel Policy June 2025
A traveler must obtain appropriate approvals, including the completion and approval of the Travel Authorization (TA) in eTravel, before making any reservations and before traveling. All TAs must be in TA Completed or TA Review Complete status and list each person traveling.
The traveler is responsible for choosing the most economical travel option available. The Texas Comptroller’s Rental Vehicle vs. Mileage Reimbursement Calculator can help the traveler determine the most cost-effective option. There is a link to the calculator on the Travel - Transportation webpage on the DFPS intranet.
The traveler must book the rental car as follows:
- Using the Enterprise or Hertz portal for DFPS employees.
- Using the special links provided on the Travel - Rental Car webpage on the DFPS intranet.
- Following the Four-Per-Car Rule when employees from the same agency travel on the same dates with the same itinerary to the same destination. See Texas Government Code Section 660.044.
- Reserving the rental car for no more than 31 days.
- Not obtaining a rental car for personal use.
- Using the state’s contracted travel agency, National Travel Systems, only when reserved in conjunction with a flight reservation.
The reservation must be made for the contracted vendors listed above in order for the reservation to be direct-billed to the agency and covered under the State Travel Management Program contract provisions, which include appropriate insurance coverage.
The traveler reserves the most cost-effective sedan size (electric cars are not included), considering all relevant factors. The traveler may book a standard, intermediate, or full-size sedan without a business justification needed. Premium, luxury, or electric vehicles are not allowed to be booked; due to the higher rental rates and refueling charges, they are not cost-effective to the state. The traveler may not rent any SUV, larger vehicle, or electric vehicle based on personal preference alone. The traveler may be responsible for any additional cost above the rate for a standard, intermediate, or full-size sedan, unless there is a business justification noted on the Travel Authorization. The justification for a larger vehicle could include any of the following:
- An employee is transporting two minor clients with their belongings to a new location.
- Four employees are traveling with training materials to be used for an event.
- An employee’s physical stature or disability requires a larger vehicle.
Example:
A traveler is transporting two clients. The DFPS standard sedan size is a standard, intermediate, or full-size sedan at a cost of $37 per day, which is adequate for three people. The traveler instead chooses a mid-size SUV from Enterprise at a rate of $56 per day. Based on the number of passengers being transported, the traveler may be held responsible for the difference of $19 per day plus tax and fees.
Refueling
The traveler must refuel the rental car to the same level as it was when the car was picked up. The traveler is responsible for repayment of any direct-billed fuel charges over the state average fuel rate.
In eTravel, the traveler must upload the itemized fuel receipt to the Travel Claim or Advance Settlement on which the reimbursement is requested. Prepaid fuel receipts are not acceptable because that type of transaction does not allow for the required details. Gasoline receipts must include price per gallon and number of gallons purchased. An electric vehicle refueling receipt should include price per kilowatt hour, number of kilowatt hours charged, and total cost. Furthermore, prepaid fuel receipts allow for cash back and do not guarantee that the prepaid amount was exclusively used on fuel.
2631 Allowable Rental Car Expenses
Travel Policy June 2025
Reimbursable rental car expenses include the following:
- A state employee is entitled to reimbursement for the cost of renting a vehicle to conduct state business according to Texas Government Code Section 660.091.
- The reimbursement includes all applicable taxes and mandatory charges, including:
- LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.
- Liability: Damage Waiver includes Full DW ($0 deductible); Liability includes Combined Single Limit of $1,000,000.
- Proof of insurance is located in the glove compartment or on the windshield of all contracted rental cars. If the traveler needs to provide proof of insurance, the traveler should inform the individual asking that the traveler is renting under a corporate rate that includes the insurance and show the above “proof of insurance” document.
- A charge for an additional driver may be reimbursed only if incurred for a business reason if using a non-contracted vendor.
See State Travel Management Program (STMP) for details on insurance and exceptions.
See 2731.2 Business-Related Vehicle Expenses.
An authorized traveler is required to obtain appropriate approvals, including the completion and approval of a Travel Authorization (TA) in eTravel, before making any reservations and before traveling. All TAs must be in TA Completed or TA Review Complete status and list each person traveling.
2632 Unallowable Rental Car Expenses
Travel Policy June 2025
Reimbursement does not include the following charges (this is not an exhaustive list):
- Liability insurance supplements.
- Personal accident insurance or safe trip insurance.
- Personal effects insurance.
- Roadside service insurance or protection.
- Towing charges.
- Cost to replace lost keys or keys locked in a rental vehicle.
- Dead battery because lights were left on.
- Out-of-fuel service.
- Traffic citations, such as illegal parking, moving violation, etc.
- Prepaid fuel receipts (see 2630 Rental Cars).
- Personal vehicle mileage while a rental car is in the person’s possession.
- GPS navigational equipment.
- Detail charges for excessive spills, stains, or smoking in the vehicle, which require professional cleaning.
- Other charges, such as satellite radio upcharges, are decided on a case-by-case basis. Contact Direct Bill for more information.
- Direct-billed rental car expenses when a personal vehicle is disabled. In some cases, a rental car is acceptable when the justification shows that it’s for official business-related travel and is the most cost-effective option. Employees must use the Rental Vehicle vs. Mileage Reimbursement Calculator to determine the most cost-effective mode of transportation.
For non-reimbursable insurance, an employee can get coverage at his or her own expense. The traveler must pay for added insurance out-of-pocket and may not apply it to the direct-billing account.
For additional information regarding unallowable reimbursements, see STMP.
2640 Other Public Transportation Modes
2641 Trains
Travel Policy June 2025
On rare occasions, a train may be the most cost-effective travel method, considering all relevant circumstances. A completed and approved Travel Authorization (TA) in eTravel is required to request travel by train. The traveler provides sufficient justification in the Purpose and Justification of Trip section of the TA to demonstrate the cost effectiveness. All TAs must be in TA Completed or TA Review Complete status and list each person traveling before making the reservation.
A traveler must book direct-billed train reservations through the contracted travel agency, National Travel Systems (NTS). Train itinerary or itemized receipts are required and must be uploaded to the Docs/Receipts tab of the Travel Claim or Advance Settlement.
2650 Client Travel by Bus
Travel Policy June 2025
The DFPS Direct Bill team makes all bus reservations. The caseworker or other DFPS representative (requester) must contact Greyhound Lines, Inc., at 1-800-231-2222 or www.Greyhound.com for general schedule information. The Direct Bill team needs the schedule information to make the reservation. The requester and Direct Bill team follow these steps:
- The requester must email Direct Bill Support to make the reservation.
- The Direct Bill team emails a reservation request form to the requester. A Form AP-152 may also be required for travelers who have not previously traveled with DFPS.
- The requester fills out the reservation request form, completes the Travel Authorization (TA) process in eTravel with supervisor approval, and emails the form or forms to Direct Bill Support by 3 p.m. at least 24 hours before travel. Reservations received after 3 p.m. on Friday are not processed until the next business day.
- The traveler receives the electronic ticket either by smartphone or email access. The caseworker may need to provide the traveler with a print-out if the traveler has no smartphone or email access.
- The Direct Bill team makes the reservation with Greyhound and emails the confirmation to the requester. A QR code is included in the email, so the traveler can check-in upon arrival at the bus terminal.
Tickets are non-refundable but can be changed or modified before the travel date and departure time for a date in the future. If the traveler is a no-show, the funds are non-refundable and charged to the associated department and program.
2660 Changes or Cancellations to Air or Hotel Reservations
Travel Policy June 2025
Arranged by the State-Contracted Hotel Vendor through the Direct Bill Team
During non-business hours and weekends, travelers must call the Engine State of Texas hotline (1-855-567-4683) immediately for any changes or cancellation to a reservation.
To avoid a possible one-night cancellation fee, the traveler should cancel the reservation at least 24 hours prior to arrival.
During regular business hours, travelers must email the Direct Bill Support mailbox if their training class (or other reason for travel) has been canceled or rescheduled. The email should include details of the change and the TA number.
The traveler must not delete the TA due to any changes or cancellations. The hotel may charge DFPS a cancellation fee, and the TA is required to pay that fee.
Arranged by the State-Contracted Travel Agency
If NTS was used to make travel arrangements, all changes or cancellations must be made through that contracted travel agency.
Last-Minute Changes for an Earlier or Later Airline Flight
National Travel Systems
The traveler sends reservation changes by email to National Travel Systems (NTS).
For last-minute reservation changes due to business needs (24/7), the traveler calls 1-866-644-2375. After-hours phone calls are only for emergency reservations or flight changes less than 24 hours before a flight. NTS charges additional fees for each after-hours phone call. Airlines require NTS to arrange the new flight at least 90 minutes before the new flight time.
If the traveler is already at an airport, the traveler must go to the designated airline counter to request any changes. The traveler may ask at the counter whether there is an additional charge for the change. If there is, the traveler must pay out-of-pocket, obtain a receipt reflecting the additional charge, and then be reimbursed on a Travel Claim or Advance Settlement by uploading the receipt to the Docs/Receipts tab of the claim.
The Direct Bill team requires the Travel Authorization (TA) to be modified and approved to match the new itinerary and in TA Completed or TA Review Complete status in eTravel for any flight changes of travel dates, destination, etc. The modified and approved TA is required to pay the transaction charge that is billed by NTS. The TA must include the business-related reason for the change in the Purpose and Justification of Trip section.
For flights that were canceled, and the trip was also canceled, the traveler must not delete the Travel Authorization. The Direct Bill team requires the TA to pay the transaction charge that is billed by NTS.
Arranged by the Authorized Traveler Directly with the Vendor
If the traveler makes reservations directly with the vendor (airline, hotel, car rental, bus, or train), the traveler is responsible for all changes or cancellations, which must be made in a timely manner according to the vendor’s cancellation policy. Charges billed to the authorized traveler due to late notification or a no-show are not reimbursable without a documented business-related reason.
Cancellation Charges
A state agency may pay or reimburse a state employee for a cancellation charge if at least one of the following three situations applies:
- A reason related to official state business.
- Official state business that could not be conducted because of a natural disaster or other natural occurrence.
- The charge is both of the following:
- Related to a transportation expense that was paid in advance to obtain a lower rate.
- Incurred because the employee was unable to use the transportation because of an illness or a personal emergency.
Texas Government Code §660.015